Create Document & Contract Templates and Send Them Automatically with Workflows

Creating templates for documents & contracts helps you work smarter by keeping your documents consistent and saving time. With templates, you can quickly send professional documents & contracts and even automate their delivery using workflows. This guide will show you how to create, convert, and use templates. 

There are two main ways to set up a template: starting fresh with a new template or turning an existing document into one. Both options are great for boosting efficiency and making your workflow smoother.

Create a New Template

To create a new template for documents & contracts, navigate to the Payments Section, access the Documents & Contracts section in your account, and then go to the Templates page. Once there, click on +New > New Template. This will open a new template editor where you can add all necessary details, including text, pricing information, and signature elements.

Customize Your Template

Add content relevant to your document or contact. Include placeholders for recipient-specific details. Assign a name to the template for easy reference. Once finalized, click Save to store the template for future use.

Convert to Template

Or, if you already have a document or contract that you’d like to reuse, you can easily convert it into a template. Open the document from the Documents & Contracts section. Click on Convert to Template from the available actions. Assign a name to your new template and save it.

📌NOTE: Templates will retain all document details except recipient-specific information.

Adding Signature Elements to Templates

Templates allow you to predefine signature fields, ensuring a smooth signing process for both your team and potential clients. Inside the template editor, drag and drop the Signature Field to the editor workspace and assign signature fields. You can assign the following;

• Business User Signature: Assign to yourself or another team member if your business requires an internal sign-off.
• Client Signature: Leave unassigned so it automatically assigns to the recipient when the template is used.

Save the template with the signature elements in place.

Select a Workflow Action 

Head over to the “Automation” section of the CRM and create a workflow. Configure the Send Document & Contracts action inside the workflows to automatically send a document based on a trigger. 

You can also make use of the same templates created to automatically send documents & contracts inside a workflow. This fulfills use cases like automatically sending documents & contracts after opportunity status is changed, or a tag is attached to a contact, or using any other trigger.

Selecting User and the Template

Within the action, select the From User and the Template you created. The default/custom template configured inside the documents & contracts settings will be used automatically to send the document from workflows as well. Remember to Save the Action and Publish the workflow to automate documents & contract delivery.

By following these steps, you ensure that your documents & contracts are professional, consistent, and efficiently managed. Whether creating templates from scratch or automating their use in workflows, this process simplifies document handling while improving overall business operations.